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Update Overview of project & ERPNext design

steffeydev 2025-02-28 20:00:46 +00:00
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Overview-of-project-%26-ERPNext-design.md

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1. Create a lead ### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
2. Opportunity - Current process ?
3. Quotation (bid/estimate) - New process: Create a Lead in ERPNext, then ?
- Person responsible: ?
### 2. Estimator meets on-site with customer to gather info
- Current process: ?
- New process: ?
- Person responsible: ?
### 3. Estimator sends estimate (ERPNext: Quotation) to customer with pricing based on on-site meeting
- Current process: ? (maybe QBO)
- New process: Create a Quotation in ERPNext, send email to customer using ERPNext
- Person responsible: ?
- If customer does not respond within 5 days, office staff should follow up - need report to show them who they need to follow up with?
- If customer does not answer or declines, ask why and how we can service differently - where do they enter this information?
- Landry notes: (to discuss)
- add cost of materials. Auto correct to one way address, Address and email validation. Bypass on new streets. - add cost of materials. Auto correct to one way address, Address and email validation. Bypass on new streets.
- Auto populate map with address. Right now dropping pin where address is, go to actual location to address. - Auto populate map with address. Right now dropping pin where address is, go to actual location to address.
- Quotation cannot be created unless it is linked to a customer - Quotation cannot be created unless it is linked to a customer
- Tied to actual call to potential customer after rep has visited the site
4. Approval/denial Customer ### 4. Customer accepts or declines estimate
- Email approval quotation of customer - Current process: ? (maybe QBO)
- Create email template, Landry add functionality with button. Timeline? - New process: ? (does ERPNext have a place for the client to auto-accept?)
5. Create Sales Order - Person responsible: ?
6. Project
### 5. Create Sales Order
- Current process: ?
- New Process: Create Sales Order, get items from estimate
- Person responsible: ?
### 6. Office asks for and collects half-down/commitment payment
- Current process: ?
- New Process: Create Payment Request from the sales order, link to payment page with woocommerce?
- Person responsible: ?
### 7. Job packet to be created for field (why is this before the admin jobs start?)
- Send customer general start date based on current schedule
- Current process: ?
- New process: Create Work Order, then ??
- auto populate fields - auto populate fields
- Go on calendar, print work orders, - Go on calendar, print work orders,
7. Collect Deposit - Person responsible: ?
8. Schedule Crew
- Bug not allowing schedule crew ### 8. Start job tasks - two weeks till initial proposed date
- Default project / task defaulting to project number, but they want the common name. - Send 3-5 day job start window to client
9. Execute Job - Current process: ?
- auto populate with the project details - New process: ?
10. Time Tracking (timesheet doc type) - Person responsible: ?
- Foreman locates paperwork orders/stocks material and equipment needed for install
- Current process: ?
- New process: ?
- Person responsible: ?
- 811/Locate called in min of 3 days prior to installation start date (what is 811?)
- Current process: ?
- New process: ?
- Person responsible: ?
- Permit(s) called in and paid for
- Current process: ?
- New process: ?
- Person responsible: ?
When does scheduling crew take place?
### 9. Final communication to customer and hand-off to foreman
- Send customer 2-3 day window of start date
- Current process: ?
- New process: ?
- Person responsible: ?
### 10. Execute Job
- Current process: ?
- New process: ?
- Person responsible: ?
- Time tracking: (is this the right place for it? who's time is tracked?)
- add table for crew lead and multiple roles - add table for crew lead and multiple roles
11. Complete job - After job complete, Foreman returns field packet to office
12. Final billing/payment collection
- advance payment John customer example ### 11. Update invoice with any change orders (final billing/payment collection)
13. Feedback review customer - Update invoice and send to customer
- Email and text message - Current process: ?
14. Warranty follow up - New process: ?
- auto populate with start and end dates - Person responsible: ?
### 12. Customer review
- Communicate with customer via phone on how project went and schedule & complete 15 day walk
- Current process: ?
- New process: ?
- Person responsible: ?
### 13. Collect final payment & warranty follow up
- Send final (paid) invoice to customer and warranty letter, and file paperwork
- auto populate with start and end dates
- Current process: ?
- New process: ?
- Person responsible: ?